ADMIN ASSISTANT - RETAIL

OVERVIEW:

The incumbent in this position is responsible for providing superior service to both the internal and external guest. The incumbent in this position is responsible for managing all credit activity, providing clerical support; maintaining correspondence files, tracking inventory of printed material, assigned projects, spreadsheets, and budget files. The incumbent is responsible for ensuring that credit and check- cashing applications are reviewed and processed in a timely manner and in accordance with established guidelines. This position is responsible for managing the rules and regulations, and responsible for ensuring departmental compliance, with the Gaming Commission. Relieves the Director of Retail of administrative and business details and maintains confidentiality.

ESSENTIAL FUNCTIONS:

(These functions are intended as a general illustration of the work performed in this job classification and are not all inclusive for this position.)

• Creates an atmosphere that induces guests to make Hard Rock Hotel & Casino Sacramento at Fire Mountain their choice for gaming entertainment; responsible for actively building and retaining guest relations and acts as a mentor to team members in order to provide superior guest service.

• Maintains office administrative duties, including answering phones; making travel arrangements and reservations; making appointments, greeting visitors (including determining nature of business); composing and sending correspondence and statistical reports; recording of minutes of meetings; sorting, preparing and prioritizing mail; and maintaining files, to ensure effective preparation of materials, flow of information, and management of schedule to allow the Retail Director to most efficiently utilize time for matters relevant to the successful operations and financial management of Hard Rock Hotel & Casino Sacramento at Fire Mountain.

• Composes memos and letters, under general direction for final approval and signature, ensuring effective preparation and presentation of information.

• Purchases supplies and other items needed by department, authorizing purchase orders within guidelines to ensure timely procurement of necessary items.

• Plans and coordinates meetings which include gathering, compiling, and organizing all required information and creating presentation material.

• Completes all required invoicing of products that are being ordered in all retail outlets.

• Creates new items numbers as needed for the retail department as new items are identified to be carried in the retail outlets.

• Coordinates file purges based on established criteria.

• Handles complimentary goods and/or services in addition to reservations as requested.

• Performs all duties in a confidential manner.

• Gathers and edits monthly reports from and prepares final reports for the Director approval.

• Attends and participates in meetings, completing follow up as assigned.

• Performs work regularly and predictably.

• Attends seminars when needed.

• Responsible for cleaning and sanitizing work and public spaces.

• Other duties as assigned.

EDUCATION AND /OR EXPERIENCE REQUIREMENTS:

(Related education and experience may be interchangeable on a year for year basis)

• Bachelor’s degree required, or an equivalent combination of education and experience.

• Experience in an executive administrative assistant capacity required.

• Prior knowledge of purchasing systems (i.e., Stratton Warren) preferred.

ADDITIONAL REQUIREMENTS: (Licenses, Certifications, Testing, etc.):

• Must obtain and maintain valid licenses / certifications per Federal, State and ERGC Gaming regulations.

• Must successfully pass background check.

• Must successfully pass drug screening.

• Must be at least twenty-one (21) years of age.

• Must be able to work holidays and weekends, as well as flexible shifts and/or unusual hours.

• Prior experience in the Gaming industry strongly preferred.

• Prior experience in Tribal Gaming preferred.

KNOWLEDGE OF:

• Microsoft Office Suite and other software systems.

• Spreadsheet software and macros.

• Independently initiating, following up on, and completing assignments as well as special projects.

• Strong understanding of the gaming industry and the Hard Rock brand.

• Retail, collections, and credit operations, rules, and regulations.

• Basic mathematical functions and POS system knowledge.

• Sound interpersonal judgment and decision-making skills in directing administrative tasks, using discretion when necessary, understanding the potential impact on the department.

ABILITY TO:

• Type 45 to 65 wpm.

• Ability to communicate effectively with external contacts and all levels of team members

• Use all required office equipment in an effective and efficient manner.

• Work with various computer applications and programs.

• Review and comprehend all necessary documentation.

• Compose, type, route, and file correspondence, etc.

• Be flexible to work varying shifts and time schedules as needed.

• This position spends time on the casino floor and is subject to varying levels of crowds and noise, and the smoking environment which depends upon guest volume.

• Independently initiate, follow up, and complete assignments, as well as special projects.

• Perform effectively in a fast-paced environment.

• Interface professionally with business contacts and customers.

• Communicate effectively with subordinates, coworkers, and management.

• Obtain and maintain all licenses / certifications per Federal, State, and Gaming regulations.

• Ability to maintain confidentiality, understanding the potential impact on the department.